Request for Quotation Form (Free PDF)
Ask several suppliers the same question, on the same form, so the quotes come back comparable.
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Fillable PDF — type into the fields online or in any PDF viewer before printing.
Quotes are only useful when they answer the same question, and the quickest way to get that is to send every supplier one sheet. This request for quotation starts with a request number, the date sent and a please-reply-by line, then two blocks: your company and contact details, and the supplier you are sending it to. Print one per supplier and the replies arrive in a form you can lay side by side.
The middle of the page is a ten-row table — item or description, specification or part number, quantity, unit, unit price and total. You fill in the left-hand side; the supplier fills in the prices. Below it, four lines set out the terms you are asking about: the required delivery date, the delivery address, the delivery terms and the payment terms you are seeking, so nobody quotes a price that depends on conditions you cannot accept.
The last section belongs to the supplier. Lead time from order, quote valid until, delivery charge and minimum order, a notes box for substitutes, packaging or exclusions, and lines for who quoted and when. A short line at the foot makes clear that the request is not an order. Every field is fillable, so you can email the PDF and have it typed straight back. Prices carry no currency symbol. US Letter or A4.
